1. General description
2. Accumulated information
2.1 Contact person record
2.2 Associated information
3. Unique e-mail address for each contact person
4. Searching customers by contact person
5. How to quickly add a contact person ?
6. Competences
7. Related topics
1. General description
Contact persons are specific persons associated to a customer, i.e. with
an entry in the customer file or warehouse file in warehouse tables.
One customer can have multiple contact persons. Each person may perform
a different function and may be a dedicated contact person for specific
matters.
Application of contact person records:
* Events recorded in Trawers software are associated with persons.
E.g. e-mail sent and received, contacts (events) recorded in Contact
Manager module.
* We can search for a customer or a supplier when we know the last name
of a contact person.
* Incoming mail is automatically associated with customers/suppliers
by e-mail address from a contact person record.
* A sales invoice can be sent to a customer to a an e-mail address
specified in a contact person record. Such person needs to be specified
as authorized for the receipt of invoices.
* A person whose information is recorded in a warehouse master entry can
be contacted in order to determine date and time of dispatch of items.
2. Collected information
2.1 Contact person record
Each record contains the following fields:
Name and surname
e.g. Anna Adams
Position
e.g. Chief Accountant
Department symbol
Department to which the contact person belongs. The symbols are
permanent. They are used for automatic processes.
E.g.:
1. A person working in the FI (finance and book-keeping) department will
receive default notices.
2. A person working in the IT department will receive information on new
software releases.
Telephone, VOIP, e.g. Skype
e.g. 058 623 321 321
E-mail address
e.g. a.adams@acompany.com
E-mail addresses must be unique in all Trawers files since they are used
for searching and identifying of customers and suppliers and other
persons.
E-mail opt-in
This is used to specify whether the person has opted in for e-mail
communication. The available options are: [ ] [Y] [N] [?]
Read more --> E-mail opt-in
Decision-making capacity [1] [2] [3] [4] [5]
An estimate of the degree to which a person's decisions can affect our
own business goals.
E.g. A purchase department manager will have a more significant say in
purchasing our materials than a warehouse manager.
Similarly, a company's department manager will have more influence
on whether they will buy and ERP system than their computer technician.
A person's capacity should be taken into account when making sales calls
and sending marketing materials.
Remote access Y/N
[Y]
Employees of partner companies can have remote access to a company's
Trawers installation.
After logging in they will have authorizations (roles) which are
assigned to a user with their respective symbol.
Additionally, it is necessary to provide an e-mail address and
a remote access password.
2.2 Associated information
* Invoice receipt person
A contact person can be designated for the receipt of invoices
in Receivables module.
* Sending sales documents by e-mail
Sales documents, offers and invoices can be automatically sent to
the designated person.
3. Unique e-mail address for each contact person
E-mail addresses are of special significance for the following reasons:
a) A person's e-mail address is used to search for a customer in
the customer file.
This has an application in the system of electronic correspondence.
This is why an e-mail address has to be unique in all files.
The software searches through the database and gives a notification
in the event that a given e-mail address is already saved in contact
person record of a different customer.
b) Sales documents, offers and invoices can be automatically sent to
the e-mail address of a contact person.
4. Searching customers by contact person
We can search a customer by full or partial name of a contact person.
In order to do that, press F6, enter name and press F2/F3.
E.g. New <F3>
admin@furnitureland.pl 013322 Adam Newman
anilwat@realproperty-anilwat.pl 010281 Anna Newton
greesnet@gmail.com 014915 Gabi Newman
info@nowikowja.eu 000507 Edward Newman
....
------------------------------- --------------- ----------------
Contact person's e-mail address Customer symbol Name and surname
5. How to quickly add a contact person ?
From a choice list <F2> in the Customer or Supplier Master, display entry
<F10>, select the contact persons tab and add <f8> a new person.
6. Competences
In the Competences field we can enter a person's competence group
and symbol.
This information can also be extracted <F2> from HR tables.